How a City Portfolio Eliminated Unresolved Issues, Reduced Emergencies, and Planned for Phased Replacements

Services Provided

The Challenge

The client managed a portfolio of over 100 buildings within Virginia. Roofing decisions were typically made reactively with emergencies as the impetus for large-scale projects (roof replacements). Budgeting for repairs and capital improvements was inconsistent due to a lack of clear data on roof condition, remaining life, and priority risks.

This led to:

• Unplanned emergency repair costs
• Difficulty forecasting capital needs
• Increased tenant disruption
• Limited documentation for portfolio reporting

The Objectives

The facility group wanted to shift from reactive spending to a predictable, long-term roofing strategy.

• Reduce emergency roofing events
• Prioritize high-risk roofs
• Improve reporting for asset management and budgeting

The Approach

1

Step 1: Portfolio Assessment

We conducted standardized roof inspections across all 100+ properties, documenting:

• Roof Type, Roof Grade
• Expected Replacement Date
• Roof Deficiencies
• Photo documentation

Site Overview — Fire Training Center (11,966 SF)

Site Overview — Plant 1 Filter Beds (13,291 SF)

Sample Assessment Report — Section Summary (Fire Training Center)

Sample Assessment Report — Section Overview (EPDM Membrane Roof)

2

Step 2: Lifecycle Forecasting

• Recommended repair vs. replacement timing
• Assigned Risk Potential (High, Medium, Low)

Sample Deficiency Report — Pitch Pocket Sealant Failure

Sample Deficiency Report — Missing Pitch Pan EPDM (Emergency)

Sample Deficiency Report — SBS Modified Bitumen Repair

Sample Summary Report — Filter Beds North Section (Grade F)

3

Step 3: Capital Planning

• Consolidate reporting to more easily prioritize work
• Group and rank portfolio based on Risk Potential

Budget Module — Fire Training Center Capital Planning

Budget Module — Plant 1 Filter Beds Capital Planning

4

Step 4: Emergency Management Outside of Plan

• Utilize emergency services for work outside of budgeted repairs

The Result

"Facility Managers experienced a significant drop in the number of roof-related issues and eliminated high priority, unresolved and on-going issues which had caused friction between Facilities and tenants."

Ongoing Partnership

We continue to support the portfolio through:

• ✓Annual Roof Condition Assessments
• ✓Annual Budget Updates
• ✓Planning for Phased Replacements
• ✓Annual Preventative Maintenance